The Best AI Tools for Writing Clearly and Concisely:
AI writing tools offer support by refining grammar, style, and clarity, allowing writers to focus on content without getting bogged down by technicalities. Here’s a look at some of the top AI tools available, along with practical tips, usage examples, and considerations for getting the most out of them.
Other Ways to Enhance Your Writing with Practical Skills
If you’re keen to sharpen your communication skills, I’d love for you to check out my Udemy course, Master Clear and Concise Communication for Professionals. This course goes beyond just writing tools; it provides practical techniques to help you express your ideas clearly and effectively, avoiding unnecessary jargon and ambiguity.
Tailored for professionals, we’ll focus on essential skills like clarity, brevity, and audience awareness—areas where AI can assist, but your personal insight and style make all the difference.
Top AI Writing Tools
1. Grammarly
Overview
Grammarly is one of the most widely used AI-powered writing tools, focusing on grammar, punctuation, and style corrections. It offers suggestions to enhance clarity, coherence, and engagement in your writing.
Features
• Real-Time Grammar and Style Checks: Grammarly detects grammatical errors and stylistic issues in real time, making suggestions as you type.
• Conciseness and Clarity Suggestions: Helps shorten overly wordy sentences to improve readability.
• Tone Detection: Analyzes your tone and provides suggestions to match your intent.
• Plagiarism Checker: Ensures originality by scanning text against billions of web pages.
• Personalised Goals: You can set goals for tone, audience, and formality.
Pros
• User-friendly interface
• Comprehensive grammar and style checks
• Available across multiple platforms, including browsers, Word, and Google Docs
• Provides insights on tone and readability
Cons
• Limited functionality in the free version
• Style suggestions are not always contextually accurate for specialised topics
• Monthly subscription for premium features can be costly
2. ProWritingAid
Overview
ProWritingAid is a versatile AI tool aimed at writers who want to elevate their grammar, style, and readability. It goes beyond surface-level corrections to improve the structure and flow of your text.
Features
• Detailed Reports: Over 20 reports cover aspects like grammar, style, readability, pacing, and repetition.
• Word Explorer and Thesaurus: Ideal for finding the best word choice without sacrificing meaning.
• Customisable Settings: Allows users to adjust rules based on their preferred writing style.
• Grammar, Style, and Consistency Checkers: Analyzes text on multiple levels for a comprehensive review.
Pros
• Highly customisable feedback options
• Detailed reports suitable for professional and creative writers
• Cheaper than some other premium tools, with a one-time purchase option
• Integrates with Microsoft Word, Google Docs, Scrivener, and most browsers
Cons
• Slightly steeper learning curve for beginners
• Slower performance on long documents compared to other tools
• The interface can feel cluttered due to numerous options and reports
3. Hemingway Editor
Overview
Hemingway Editor is designed with clarity and brevity in mind. It helps users eliminate complex sentences and enhance readability by breaking down dense text.
Features
• Readability Score: Gives your text a grade-level score based on readability.
• Highlights Complex Sentences: Flags long and convoluted sentences to simplify.
• Suggestions for Passive Voice and Adverbs: Highlights overuse and prompts for active and direct language.
• Offline Mode: Available as a downloadable app, which can be convenient for writers who prefer working offline.
Pros
• Focuses on simplicity and brevity, ideal for writing with clear impact
• Easy-to-use interface
• Affordable one-time purchase option for desktop users
Cons
• Lacks advanced grammar checks and additional writing insights
• Limited to desktop use for the paid version, with no browser integration
• Not suitable for those looking for in-depth grammar corrections
4. Jasper (formerly Jarvis)
Overview
Jasper is an AI writing assistant designed for content creators, bloggers, and marketers. While it’s powerful in generating content ideas and long-form writing, it also offers tools for crafting concise and engaging copy.
Features
• Content Templates: Provides templates for different types of content, including blog posts, social media posts, and email campaigns.
• Tone Adaptability: Allows you to choose or customise tones to match your writing goals.
• Long-Form Content Assistant: Great for generating ideas and completing paragraphs or entire sections.
• Commands and Templates: Users can give specific commands for content generation, and there are templates for various content types.
Pros
• Powerful AI for content creation and idea generation
• High adaptability with tone and style
• Ideal for marketers needing short and engaging copy
Cons
• Expensive monthly subscription
• Less focus on grammar and conciseness for everyday writing
• Can produce generic content if prompts aren’t specific
5. QuillBot
Overview
QuillBot is known for its paraphrasing abilities, making it a fantastic tool for those who need to rephrase or summarise content. This can help with maintaining clarity, particularly when editing dense text.
Features
• Paraphrasing Tool: Rewrites sentences in different styles to improve clarity or tone.
• Grammar Checker: Detects basic grammatical errors and spelling issues.
• Summariser: Provides concise summaries of longer text, helping distil key points.
• Customisable Paraphrasing Modes: Users can choose from modes like “Fluency,” “Formal,” and “Creative” depending on their needs.
Pros
• Easy-to-use interface, ideal for students and professionals
• Paraphrasing feature makes rephrasing content a breeze
• Affordably priced compared to other AI tools
Cons
• Limited features compared to comprehensive writing tools like Grammarly
• Paraphrasing may lose nuance if not carefully reviewed
• Fewer grammar and style tools than other options
6. Microsoft Editor
Overview
Microsoft Editor integrates into Word, Outlook, and browsers to offer real-time grammar and style advice. It’s ideal for those already in the Microsoft ecosystem and is a handy alternative to Grammarly for basic writing assistance.
Features
• Grammar, Spelling, and Style Suggestions: Offers basic writing insights within the Microsoft suite.
• Inclusivity Analysis: Checks for gender-neutral and inclusive language.
• Language Translation: Has built-in translation capabilities for multilingual users.
• Tone and Clarity Suggestions: Provides light clarity edits for concise communication.
Pros
• Seamlessly integrates into Microsoft 365 products
• Basic version is free for Microsoft users
• Inclusive language tool promotes more mindful writing
Cons
• Lacks depth and sophistication compared to other tools
• Limited to Microsoft applications, with fewer integrations
• Basic version lacks advanced tone and style options
7. DeepL Write
Overview
DeepL Write is an extension of the popular DeepL Translator and is particularly helpful for non-native English speakers or multilingual writers who want their writing to sound natural and fluent. It’s an intuitive, straightforward tool for refining vocabulary and phrasing.
Features
• Contextual Suggestions: DeepL Write’s focus on context ensures that suggestions match the tone and intent of your text.
• Formal and Informal Options: Provides flexibility to shift tone between formal and casual as needed.
• Sentence Flow Improvement: Not just about grammar corrections, DeepL Write enhances readability and clarity by suggesting rephrasings for better flow.
• Multilingual Support: Available for both English and German, making it ideal for multilingual writing needs.
Pros
• Excellent for non-native English speakers seeking clear, natural-sounding writing
• High contextual accuracy
• Clean, user-friendly interface focused on text clarity and flow
• Free basic access, with premium options for more features
Cons
• Currently only supports English and German
• Lacks the in-depth grammar insights of other tools like Grammarly
• Doesn’t integrate with external applications like Google Docs or Word
Practical Tips for Using AI Tools Effectively
Using AI tools is an art in itself. Here are some tips to help you maximise their benefits:
1. Define Your Goal: Consider what aspect of your writing you want to improve. For grammar and style, Grammarly or Microsoft Editor might be ideal, while tools like Hemingway Editor excel at enhancing readability and conciseness.
2. Combine Tools: Using complementary tools can enhance your results. For instance, DeepL Write’s flow and clarity suggestions work well in tandem with Grammarly’s in-depth grammar checks.
3. Review and Personalise: AI tools are helpful guides, but it’s crucial to review their suggestions to ensure they fit your unique style and intent. Accepting all changes without a second thought can lead to losing your voice in the process.
4. Train the AI (where possible): Some AI tools, like Jasper, allow for greater personalisation. Clear and specific inputs yield more refined and relevant results, so take some time to familiarise yourself with these features.
Examples of How AI Tools Enhance Writing
AI writing tools are invaluable for improving readability, conciseness, and overall clarity. Each tool brings a unique approach to refining language, identifying complex structures, and helping writers adopt a style that best suits their audience. Here, we’ll explore examples of how these tools work in practice, illustrating specific improvements each can bring to your writing.
1. Grammarly: Reducing Verbosity and Improving Flow
Before Grammarly’s Suggestions:
“Due to the fact that we need more time to prepare, we can’t complete the project until the end of the month.”
After Grammarly’s Suggestions:
“Since we need more time to prepare, we can’t complete the project until the end of the month.”
Grammarly’s AI refines the sentence by replacing “due to the fact that” with “since,” reducing verbosity and making the sentence more direct. These subtle adjustments are especially useful in professional settings, where clarity and brevity are essential. Grammarly would also highlight inconsistent tenses or style, ensuring a cohesive and polished result.
2. Hemingway Editor: Streamlining Long Sentences and Enhancing Readability
Hemingway Editor is particularly effective in tackling wordiness and complex sentence structures. For example:
Before Hemingway’s Suggestions:
“Due to unforeseen circumstances and in order to ensure that we’re fully prepared, it is crucial that we extend the deadline, which was originally set for this month, until we can complete everything to the best of our ability.”
After Hemingway’s Suggestions:
“We need to extend the original deadline to ensure we’re fully prepared.”
In this case, Hemingway Editor highlights phrases like “due to unforeseen circumstances” and “to the best of our ability” as unnecessary filler, suggesting a more concise structure. This approach is helpful for writers who may struggle with overly formal or dense language, making their writing more readable and direct.
3. ProWritingAid: Improving Style and Sentence Variety
ProWritingAid excels at identifying repetitive sentence structures and overused words. Here’s an example of how it can elevate a paragraph:
Before ProWritingAid’s Suggestions:
“Our team completed the project on time. The project was a success because of the team’s hard work. The team’s dedication made a huge difference.”
After ProWritingAid’s Suggestions:
“Our team successfully completed the project on time, thanks to their hard work and dedication.”
ProWritingAid identifies the redundant use of “the team” and provides suggestions to streamline the writing, improving flow and avoiding
unnecessary repetition. It also offers stylistic suggestions, guiding users toward varied sentence structures and helping them avoid repetitive phrasing.
4. QuillBot: Simplifying Complex Ideas Through Paraphrasing
QuillBot is particularly useful for rephrasing dense text and summarising long passages. For example:
Before QuillBot’s Suggestions:
“To make sure that we have a proper understanding of the client’s expectations, we need to gather comprehensive information on their objectives, goals, and priorities before starting any project-related activities.”
After QuillBot’s Suggestions:
“To understand the client’s expectations, we need detailed information on their goals before beginning the project.”
By rephrasing “a proper understanding of the client’s expectations” to “understand the client’s expectations,” QuillBot removes redundancies, making the sentence easier to follow. This is especially helpful for writers dealing with dense, technical language, where simpler language can improve accessibility and impact.
5. DeepL Write: Enhancing Tone and Sentence Flow for Non-Native Speakers
DeepL Write is ideal for users writing in a non-native language, helping to polish phrasing and ensure a natural flow. Here’s how it could refine a business email:
Before DeepL Write’s Suggestions:
“I am writing this email to give you information about the upcoming presentation. Due to changes in the agenda, we have to change our plan slightly. It is also important that everyone completes their part by Wednesday.”
After DeepL Write’s Suggestions:
“I’m reaching out with an update on the presentation. Due to a few changes in the agenda, we’ll need to make some adjustments to our plan. Please have your sections ready by Wednesday.”
DeepL Write enhances the tone by converting “I am writing this email” to “I’m reaching out,” which sounds more natural. It also makes small adjustments like “a few changes” instead of “changes in the agenda” and “Please have your sections ready,” lending a professional yet approachable tone to the email. This tool is particularly valuable for non-native speakers aiming to match the natural fluency of native speakers.
Summary: The Transformative Impact of AI Tools on Writing
Each AI tool brings unique advantages depending on the type of writing and the writer’s goals. Grammarly helps with clarity and flow, Hemingway Editor improves readability, ProWritingAid refines style, QuillBot aids in simplifying complex ideas, and DeepL Write offers more fluent, native-sounding phrasing. These examples illustrate how AI can transform writing, making it clearer, more engaging, and tailored to the intended audience. By applying these tools thoughtfully, writers can significantly enhance their communication, whether in professional, academic, or creative contexts.
AI Tools for Specific Writing Needs
Each AI tool excels in different scenarios. Here’s a quick look at where they shine:
• Academic Writing: Grammarly and QuillBot are excellent for students. Grammarly checks for citation style, while QuillBot is ideal for rephrasing.
• Creative Writing: ProWritingAid offers detailed reports that can help creative writers refine their work’s flow and cohesion.
• Business Communication: DeepL Write is particularly effective for non-native speakers in professional settings, ensuring that language sounds natural and appropriate.
Ethical Considerations and Privacy
Privacy and ethical usage are essential when using AI tools. Many AI applications process text on external servers, so it’s crucial to review their data protection policies before use. For instance, Grammarly and Microsoft Editor have robust data protection measures. If privacy is a significant concern, consider offline tools like the Hemingway Editor desktop app.
From an ethical perspective, AI tools are most effective when used to complement, rather than replace, one’s voice. Rather than relying on AI to completely rewrite sections, users can engage with the suggestions thoughtfully to maintain authenticity.
Latest Innovations and Trends in AI Writing Tools
AI writing tools are evolving rapidly. Some recent trends include:
• Adaptive Tone and Context Awareness: Tools like Grammarly and DeepL Write now offer tone adjustments to align with professional, formal, or casual settings, improving relevance for specific audiences.
• Integrated Collaboration: Increasingly, AI is being integrated into real-time collaboration software, with Microsoft Editor already available in Microsoft 365 products. This trend will likely expand, allowing teams to use AI collaboratively for more polished and concise communication.
Each of these tools offers unique benefits at different price points. For budget-conscious users, tools like Grammarly’s free version or Hemingway Editor’s one-time purchase can be excellent choices.
Encouragement for Those New to AI
AI tools are here to support, not replace, your writing process. Think of these tools as virtual writing assistants that can help elevate your ideas, clarify your arguments, and make sure your message reaches your readers exactly as intended. If you’re hesitant, try starting with the free versions. They’ll give you a feel for the capabilities and might surprise you with how much they help without feeling intrusive.
AI can feel daunting initially, but once you see how it enhances your writing and reduces time spent on editing, you’ll find it to be a powerful ally. Give these tools a try and watch your writing confidence—and clarity—grow!
Whether you’re a student, professional, or writer, these AI tools can significantly improve your writing’s clarity and effectiveness. By selecting the right tool for your specific needs, you can save time, reduce the stress of self-editing, and focus on what truly matters—getting your ideas across clearly and concisely.
What’s your preferred method for improving your writing clarity and conciseness?
AI Writing Tools (e.g., Grammarly, Hemingway)
Personal Writing Practice and Feedback
Online Courses or Workshops
Reading and Analysing Good Writing
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